PeopleSoft HCM 9.0, 9.1, and 9.2. Human Resources: I-9 Form Enhancements

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1 PeopleSoft HCM 9.0, 9.1, and 9.2 Human Resources: I-9 Form Enhancements

2 PeopleSoft HCM 9.0, 9.1, and 9.2 PeopleBook Update: Human Resources: Form I-9 Copyright 2013, Oracle and/or its affiliates. All rights reserved. This software and related documentation are provided under a license agreement containing restrictions on use and disclosure and are protected by intellectual property laws. Except as expressly permitted in your license agreement or allowed by law, you may not use, copy, reproduce, translate, broadcast, modify, license, transmit, distribute, exhibit, perform, publish, or display any part, in any form, or by any means. Reverse engineering, disassembly, or decompilation of this software, unless required by law for interoperability, is prohibited. The information contained herein is subject to change without notice and is not warranted to be error-free. If you find any errors, please report them to us in writing. If this is software or related documentation that is delivered to the U.S. Government or anyone licensing it on behalf of the U.S. Government, the following notice is applicable: U.S. GOVERNMENT END USERS: Oracle programs, including any operating system, integrated software, any programs installed on the hardware, and/or documentation, delivered to U.S. Government end users are commercial computer software pursuant to the applicable Federal Acquisition Regulation and agencyspecific supplemental regulations. As such, use, duplication, disclosure, modification, and adaptation of the programs, including any operating system, integrated software, any programs installed on the hardware, and/or documentation, shall be subject to license terms and license restrictions applicable to the programs. No other rights are granted to the U.S. Government. This software or hardware is developed for general use in a variety of information management applications. It is not developed or intended for use in any inherently dangerous applications, including applications that may create a risk of personal injury. If you use this software or hardware in dangerous applications, then you shall be responsible to take all appropriate fail-safe, backup, redundancy, and other measures to ensure its safe use. Oracle Corporation and its affiliates disclaim any liability for any damages caused by use of this software or hardware in dangerous applications. Oracle and Java are registered trademarks of Oracle and/or its affiliates. Other names may be trademarks of their respective owners. This software or hardware and documentation may provide access to or information on content, products, and services from third parties. Oracle Corporation and its affiliates are not responsible for and expressly disclaim all warranties of any kind with respect to third-party content, products, and services. Oracle Corporation and its affiliates will not be responsible for any loss, costs, or damages incurred due to your access to or use of third-party content, products, or services.

3 Contents Introduction... 4 Managing I-9 Information... 5 Understanding I-9 Information Management... 5 Pages Used to Manage I-9 Information... 7 I-9 Form - Employee Information and Attestation Page... 9 I-9 Form Preparer and/or Translator Certification Page I-9 Form - Employer or Authorized Representative Review and Verification Page I-9 Form - Reverification and Rehires Page Print I-9 Forms Page I-9 Receipt/Expiration Report Page Archiving I-9 Data Copyright 2013, Oracle and/or its affiliates. All rights reserved. 3

4 Introduction This document reflects the pages and fields that support the current I-9 Form. As of March 08, 2013, the U.S. Citizenship and Immigration Services (USCIS) issued an updated Form I-9. The form is available for immediate use. However, employers who need to make necessary updates to their business processes to use new Form I-9 may continue to use existing form until May 7, 2013 date. After May 7, 2013, all employers must use the revised Form I-9 for each new employee hired in the United States. For Spanish users, the PeopleSoft application supports the translation of the pages and provides links to the Spanish instructions. 4 Copyright 2013, Oracle and/or its affiliates. All rights reserved.

5 Managing I-9 Information This document provides an overview of managing I-9 information and discusses how to: Complete and submit Section 1 of the I-9 Form (completed by the employee). Complete the preparer or translator certification (applicable only in specific situations). Complete sections 2 and 3 of the I-9 Form (completed by the employer). Update or request a new I-9 Form. Print I-9 Forms. Run the I-9 Receipt/Expiration report. Archive I-9 data. Understanding I-9 Information Management The Immigration and Nationality Act requires United States employers to complete and store I-9 Forms. Employers may process paper I-9 Forms and store them in electronically or complete and retain the I-9 Forms solely in electronic format. PeopleSoft Human Resources enables you to collect, store, and manage all I-9 information in compliance with the Immigration and Nationality Act. This includes employee self service functions to complete and submit the employee I-9 information, and functionality for the employer to complete the required employer sections of the I-9 Form. The application provides components to report and process I-9 information, including notification of expiration dates, storing, printing, and archiving. Copyright 2013, Oracle and/or its affiliates. All rights reserved. 5

6 Image: Process flow for completing the I-9 Form This example illustrates the process for completing the I-9 Form electronically Employee HR Administrator Receive instructions to complete and submit I-9 Form Yes Decide if need a new Section I No View pending and expired eligibility documents Complete and submit Section 1 Review, complete, or verify employment eligibility using Section 2 or 3 Print I-9 Form Archive I-9 Form Completing the I-9 Form online requires the following steps: 1. An employee must submit employment verification information on the first day of his or her employment. The employee can fill out the identification and citizenship information for section 1 on the self service I-9 Form - Employee Information and Attestation page. 2. After the employee submits this information, the HR administrator will: a. Review and complete sections 2 and 3 of the I-9 Form required by the employer using the Complete/Reverify EE I-9 Form component. If a new I-9 is needed, the administrator can send notification to the employee to complete a new I-9 Form. b. Manage the I-9s by viewing pending and expired documents, printing I-9 Forms, or archive data that is not longer needed. 6 Copyright 2013, Oracle and/or its affiliates. All rights reserved.

7 Pages Used to Manage I-9 Information Page Name Definition Name Navigation Usage I-9 Form - Employee Information and Attestation HR_I9_EE Self Service, Personal Information, Complete and Submit I-9 Form, Employee Information and Attestation Enter employee self identification and employment authorization information for the I-9 Form. I-9 Form - Preparer Notification HR_I9_PREP_NOTE Select one or more check boxes on the I-9 Form - Employee Information and Attestation page and click the Accept button. View a notification that the prepare of the employee s I-9 must complete the Preparer and/or Translator Certification page in order to complete the submission. I-9 Form - Preparer and/or Translator Certification HR_I9_PREPARER Click the OK button on the I 9 Form - Preparer Notification page. Enter the name and address of the preparer who assisted the employee in the completion of the I-9 Form page. This page is completed by the person who assisted the employee in the completion of the I-9 Form page. The system displays this page only if you selected one or more check boxes in the Minor and Special Placement Details section of the I-9 Form - Employee Information and Attestation page. I-9 Form - Submit Confirmation EO_SUBMIT_CONFIRM Click the Accept button on the. I-9 Form - Employee Information and Attestation or I-9 Form Preparer and/or Translator Certification page. View a notification that you have successfully submitted the employee portion of the I-9 Form. This page appears after the employee and preparer or translator successfully complete required information and submit the self service I-9 Form. I-9 Form - Employer or Authorized Representative Review and Verification HR_I9_ADMIN_SEC2 Workforce Administration, Personal Information, I-9 Forms, Complete/Reverify EE I-9 Form, Employer or Authorized Representative Review and Verification Complete sections 2 and 3 of the I-9 Form. These sections are completed by the employer. Copyright 2013, Oracle and/or its affiliates. All rights reserved. 7

8 Page Name Definition Name Navigation Usage I-9 Form Reverification and Rehires HR_I9_ADMIN_SEC3 Workforce Administration, Personal Information, I-9 Forms, Complete/Reverify EE I-9 Form, Reverification and Rehires Update a completed I-9 Form or request that the employee submit a new form. Print I-9 Forms HR_RUNCTL_I9_FORM Workforce Administration, Personal Information, I-9 Forms, Print I-9 Forms, Print I-9 Forms Generate the I-9 Forms in PDF format. I-9 Receipt/Expiration Report HR_RUNCTL_I9_VERFY Workforce Administration, Personal Information, I-9 Forms, I-9 Receipt/Expiration Report, I-9 Receipt/Expiration Report Identify I-9 Forms that require re-verification and notify administrators. 8 Copyright 2013, Oracle and/or its affiliates. All rights reserved.

9 I-9 Form - Employee Information and Attestation Page Use the I-9 Form - Employee Information and Attestation page (HR_I9_EE) to enter employee self identification and employment authorization information for the I-9 Form. Navigation Self Service, Personal Information, Complete and Submit I-9 Form, Employee Information and Attestation Image: I-9 Form - Employee Information and Attestation page, Section 1 (1 of 2) This example illustrates the fields and controls on the I-9 Form - Employee Information and Attestation page, Section 1 (1 of 2). Copyright 2013, Oracle and/or its affiliates. All rights reserved. 9

10 Image: I-9 Form - Employee Information and Attestation page, Section 1 (2 of 2) This example illustrates the fields and controls on the I-9 Form - Employee Information and Attestation page, Section 1 (2 of 2). Employees use this page to complete and submit Section 1 of their I-9 Forms. Employees can complete and submit more than one I-9 Form. Employees cannot modify I-9 Forms after submission and can view only the most recent submission. Fields and links on this page are available only when you are entering or completed an I-9 Form. If an I-9 Form has been entered into the system, this page is display only with the exception of the link to the I-9 instructions for the employee. 10 Copyright 2013, Oracle and/or its affiliates. All rights reserved.

11 I-9 Instructions for Employee Select this link to open a new browser window with the I-9 Form in PDF format that has instructions for completing the form. Note. The system uses the sign on base language of the user to determine the language (English or Spanish) and appropriate link to display here. Select Select this button to enable the page for data entry and submit a new I-9 Form. Home Address Home Address Update Home Address Displays the employee's preferred address stored in personal data. Select this link to open the Home and Mailing Address page in employee self service to update the address information. Contact Information (optional) Address and Telephone Displays the employee s preferred address and phone number by default. The employee can clear or enter different values for these fields; however, the information the employee enters here is for I-9 purposes only and does not update the address or telephone number in personal data. Other Names Used (if any) Other Names Displays the Maiden or Other names values from the Additional Names component by default, if available. When more than one name exists, the names are separated by a semicolon (;). The employee can clear or enter a different value in this field. The information the employee enters here is for I-9 purposes only and does not update the other names in the Additional Names component. Citizenship and Employment Authorization Select the option for your eligibility type. You must select one of the options and provide any additional data that is associated with the selected option. Options are: A citizen of the United States A noncitizen national of the United States A lawful Permanent Resident Select this option if you are a citizen of the United States. Select this option if you are a noncitizen national of the United States. Select this option if you have received legal permanent residency in the United States. Copyright 2013, Oracle and/or its affiliates. All rights reserved. 11

12 Alien Registration Number /USCIS Number An alien authorized to work Enter your lawful Permanent Resident alien number or USCIS number. This field is mandatory if you select the option stating that you are A lawful Permanent Resident. Select this option when you are an alien but have been granted authorization to work in the United States. The following expiration and alien registration number fields are available when you select the An alien authorized to work option. until (expiration date, if applicable, mm/dd/yyyy) (month/day/year) Alien Registration Number/USCIS Number Form I-94 Admission Number (Optional) Enter the date until which you are authorized to work. This field is mandatory if you select the option stating that you are an alien authorized to work. There are certain types of aliens having work authorization that does not expire - e.g. refugees or asylees. Enter your temporary alien number. Enter your assigned number. Note. You must enter either an Alien Registration Number/USCIS Number or a Form I-94 Admission Number value when you select the option stating that you are an alien authorized to work in order to submit the form. Source of Admission Number Foreign Passport Number Country of Issuance Select either Customs and Border Protection or US Citizenship and Immigration. This field becomes available when you enter a Form I-94 number. Enter the passport number. This field is available when you select the Customs and Border Protection option in the Source of Admission Number drop-down field. Select the country that issued the passport. This field is available when you select the Customs and Border Protection option in the Source of Admission Number drop-down field. Minor and Special Placement Details Select the appropriate check boxes. You can select more than one check box, if applicable. If you select any check box in this section, the preparer or translator must complete the Preparer and/or Translator Certification page before submitting the form. Submitting the Form Accept Select this button to save and submit this form, trigger appropriate workflow notifications to the administrator, and generate the confirmation page. If you selected any of the Minor and Special Placement Details check boxes, the system will display the I-9 Form - Preparer and/or Translator Certification page where the person who assisted the employee with the I-9 will enter name and address information. 12 Copyright 2013, Oracle and/or its affiliates. All rights reserved.

13 I-9 Form Preparer and/or Translator Certification Page Use the I-9 Form - Preparer and/or Translator Certification page (HR_I9_PREPARER) to enter the name and address of the preparer who assisted the employee in the completion of the I-9 Form page. The system displays this page only if you selected one or more check boxes in the Minor and Special Placement Details section of the I-9 Form - Employee Information and Attestation page. Navigation Click the Accept button on the I-9 Form - Employee Information and Attestation page, and then the OK button on the I 9 Form - Preparer Notification page. Image: I-9 Form - Preparer and/or Translator Certification page This example illustrates the fields and controls on the I-9 Form - Preparer and/or Translator Certification page. I-9 Instructions Select this link to access the Handbook for Employers PDF. Note. The system uses the sign on base language of the user to determine the language (English or Spanish) and appropriate link to display. Copyright 2013, Oracle and/or its affiliates. All rights reserved. 13

14 First Name and Last Name Address, City, State, Postal, and Country Accept Enter the preparer's first and last name in these fields. These fields are required. Enter the preparer's address information in these fields. These fields are required. The State field is disabled if the country is either Canada or Mexico. The Country field value does not appear on the I-94 Form but is collected for instances where the preparer resides in Canada or Mexico. When this is the case, either CAN or MEX will appear in the Preparer s State field on the printed form. Select this button to save and submit this form, trigger appropriate workflow notifications to the administrator, and generate the confirmation page 14 Copyright 2013, Oracle and/or its affiliates. All rights reserved.

15 I-9 Form - Employer or Authorized Representative Review and Verification Page Use the I-9 Form - Employer or Authorized Representative Review and Verification page (HR_I9_ADMIN_SEC2) to complete sections 2 and 3 of the I-9 Form. After the employee has completed and submitted the I-9 Form, the employer completes the remaining sections. Navigation Workforce Administration, Personal Information, I-9 Forms, Complete/Reverify EE I-9 Form, Employer or Authorized Representative Review and Verification Image: I-9 Form Employer or Authorized Representative Review and Verification page (1 of 4) This example illustrates the fields and controls on the I-9 Form Employer or Authorized Representative Review and Verification page (1 of 4). Copyright 2013, Oracle and/or its affiliates. All rights reserved. 15

16 Image: I-9 Form Employer or Authorized Representative Review and Verification page (2 of 4) This example illustrates the fields and controls on the I-9 Form Employer or Authorized Representative Review and Verification page (2 of 4). 16 Copyright 2013, Oracle and/or its affiliates. All rights reserved.

17 Image: I-9 Form Employer or Authorized Representative Review and Verification page (3 of 4) This example illustrates the fields and controls on the I-9 Form Employer or Authorized Representative Review and Verification page (3 of 4). Image: I-9 Form Employer or Authorized Representative Review and Verification page (4 of 4) This example illustrates the fields and controls on the I-9 Form Employer or Authorized Representative Review and Verification page (4 of 4). Copyright 2013, Oracle and/or its affiliates. All rights reserved. 17

18 Citizenship and Employment Authorization This section displays the citizenship and employment authorization information entered by the employee on the form. Minor and Special Placement Details This section displays the minor and specials placement details selected by the employee on the form. The page populates the following fields based on the options selected by the employee: If the employee selected the Special Placement option, then the List B AND List C option is selected by default and the text Special Placement appears in the Document Number field. If the employee selected the Minor check box, then the List B AND List C option is selected by default and the text Individual under age 18 appears in the Document Number field. If the employee selected both the Special Placement and the Minor check boxes, then the List B AND List C option is selected by default and the Special Placement and Individual under age 18 text entry appears in the Document Number field. Preparer Details This section displays the name and address information entered by the preparer on the I-9 Form - Preparer and/or Translator Certification page. Document Verification I-9 Instructions Select this link to access the Handbook for Employers PDF. Note. The system uses the sign on base language of the user to determine the language (English or Spanish) and appropriate link to display here. List A or List B AND List C Document Title Issuing Authority Select the option that corresponds to the type of citizenship document provided by the employee. You must select either List A or List B AND List C and enter the information. If List A is chosen, at least one of the three document group box details is required. These options are mutually exclusive. Record the type of documentation provided by the employee. There are separate fields for each document type (A, B and C). Enter the name of the agency that issued the document. 18 Copyright 2013, Oracle and/or its affiliates. All rights reserved.

19 Receipt Document Number Doc Exp Date (if any) (document expiration date) Receipt Doc Nbr (receipt document number) Rec Exp Date (if any) (receipt expiration date) Select this check box to indicate that the employee has applied for the document. The default setting is deselected, which grays out and disables the Receipt Document Number field and corresponding Doc Exp Date (if any) field. When selected, the Receipt Doc Nbr and Rec Exp Date (if any) fields are visible and the Document Number and Doc Exp Date (if any) fields are no longer available for entry. After you save this page you cannot deselect this check box. Enter the number of the actual document. (Optional) Record the expiration date, if any, of the document entered. Enter the receipt number of the documentation application. The receipt document number may be different from the actual document number. This field appears only if the Receipt check box is selected. (Optional) Record the expiration date, if any, of the receipt document entered. Employer Representative Details Name Title Address Accept Displays the name of the administrator who is submitting the data. Displays the job title of the administrator who is submitting the data. Displays the current company address. Click this button to save the information you entered. Copyright 2013, Oracle and/or its affiliates. All rights reserved. 19

20 I-9 Form - Reverification and Rehires Page Use the I-9 Form - Reverification and Rehires page (HR_I9_ADMIN_SEC3) to update a completed I-9 Form or request that the employee submit a new form. Navigation Workforce Administration, Personal Information, I-9 Forms, Complete/Reverify EE I-9 Form, Reverification and Rehires Image: I-9 Form - Reverification and Rehires page (1 of 4) This example illustrates the fields and controls on the I-9 Form - Reverification and Rehires page (1 of 4). 20 Copyright 2013, Oracle and/or its affiliates. All rights reserved.

21 Image: I-9 Form - Reverification and Rehires page (2 of 4) This example illustrates the fields and controls on the I-9 Form - Reverification and Rehires page (2 of 4). Copyright 2013, Oracle and/or its affiliates. All rights reserved. 21

22 Image: I-9 Form - Reverification and Rehires page (3 of 4) This example illustrates the fields and controls on the I-9 Form - Reverification and Rehires page (3 of 4). 22 Copyright 2013, Oracle and/or its affiliates. All rights reserved.

23 Image: I-9 Form - Reverification and Rehires page (4 of 4) This example illustrates the fields and controls on the I-9 Form - Reverification and Rehires page (4 of 4). HR administrators use this page to view completed I-9 documentation and enter additional information, if applicable. If an employee is rehired within three years of termination, or if the original document has expired, employers may reverify or update the original I-9 after it is submitted. An I-9 Form can only be updated or reverified one time (including receipt and actual documentation). If new information needs to be entered and actual documentation information already exists, all fields will be display only and the employee and employer must complete a new I-9 Form. The administrator can send an notification to the employee requesting a new I-9 Form from this page. The administrator is able to view all forms completed by employees, including history. The employer is not allowed to make any changes to the form after it is saved unless the Receipt check box is selected. In this case, you can enter the actual information for the specific document that was flagged as Receipt, but only the Receipt Doc Nbr and Rec Exp Date fields. The entry in the Document Title field cannot be changed. After the additional field entries are completed and the form is saved, the Receipt check box and document number and expiration date fields are grayed out and cannot be edited. Copyright 2013, Oracle and/or its affiliates. All rights reserved. 23

24 Citizenship and Employment Authorization This section displays the citizenship and employment authorization information entered by the employee on the form. Minor and Special Placement Details This section displays the minor and specials placement details selected by the employee on the form. Preparer Details This section displays the name and address information entered by the preparer on the I-9 Form - Preparer and/or Translator Certification page. Document Verification This section displays the document details entered by the employer. The page will display either List A or List B AND List C, depending on the document types that were entered. The page will expand the list that is selected and collapse the other list, which can be expanded for viewing purposes. Employer Representative Details Displays the name, title, and company address of the administrator who submitted the data and the date the I-9 was submitted. Reverification and Rehires I-9 Instructions Select this link to access the Handbook for Employers PDF. Note. The system uses the sign on base language of the user to determine the language (English or Spanish) and appropriate link to display here. New Name Date of Rehire Employer Representative Reverification Date Displays the employee's current name if it is different from the name initially saved on the form. Displays the most current rehire date by default in this field. Displays the name of the administrator responsible for submitting the I-9. Displays the reverification date. 24 Copyright 2013, Oracle and/or its affiliates. All rights reserved.

25 Current Employment Eligibility Document Title Receipt Document Number Doc Exp Date (if any) Receipt Doc Nbr Rec Exp Date (if any) Accept Select Enter the type of documentation being reverified or for the employee being rehired. Select this check box to indicate that the employee has applied for the reverified or rehire document. The default setting is deselected, which grays the Receipt Doc Nbr field and corresponding Rec Exp Date field. When the Receipt check box is selected, the Receipt Doc Nbr and Rec Exp Date fields are available for entry. After you save this page you cannot deselect this check box. Enter the actual document number. (Optional) Record the document expiration date, if any. Enter the receipt number for the document application receipt. (Optional) Record the receipt expiration date, if any. Click this button to save the form. Click this button to send an notification to the employee requesting a new I-9 Form. Copyright 2013, Oracle and/or its affiliates. All rights reserved. 25

26 Print I-9 Forms Page Use the Print I-9 Forms page (HR_RUNCTL_I9_FORM) to generate the I-9 Forms in PDF format. Navigation Workforce Administration, Personal Information, then select I-9 Forms, Print I-9 Forms, Print I-9 Forms Image: Print I-9 Forms page This example illustrates the fields and controls on the Print I-9 Forms page. You can find definitions for the fields and controls later on this page. From Date and Thru Date By Company or By Employee Use these fields to determine effective dates to extract when running the report. Both fields are required. Run the report using one of these options. Use the lookup icon to enter a company code or an employee ID. I-9 Receipt/Expiration Report Page Use the I-9 Receipt/Expiration Report page (HR_RUNCTL_I9_VERFY) to identify I-9 Forms that require reverification and notify administrators. Navigation Workforce Administration, Personal Information, I-9 Forms, I-9 Receipt/Expiration Report, I-9 Receipt/Expiration Report 26 Copyright 2013, Oracle and/or its affiliates. All rights reserved.

27 Image: I-9 Receipt/Expiration Report page This example illustrates the fields and controls on the I-9 Receipt/Expiration Report page. You can find definitions for the fields and controls later on this page. From Date and Thru Date Company Expired Documents Application Update Needed Use these fields to define the effective dates for the report. Both fields are required. This is an optional field. Entering a value will limit the report output to employees for a specific company as of the date that the employee submitted the I-9 Form. Select this check box to have the report list I-9 Forms with expiration dates within the specified date range. Select to have the process find all documents that have a Receipt check box selected. The process compares the I-9 submission date with the date range and includes all employees whose I-9 date plus 90 days is within the date range. Note: You must select either the Expired Documents or the Application Update Needed check box to run the report. Add into Worklist Select this check box to have the administrator receive a worklist entry for each employee form listed in the report. Archiving I-9 Data See the product documentation for PeopleTools: Data Management, "Using PeopleSoft Data Archive Manager." Copyright 2013, Oracle and/or its affiliates. All rights reserved. 27

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